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  Sample job descriptions and job description tips. Employment

 Advancement Services Manager

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Basic function and scope of job:

The Advancement Services Manager is responsible for database management, advancement reporting, prospect management, gift recording, data integrity and data security.

The Advancement Services Manager develops and implements data and gift-entry procedures, produces reports and mailing lists for departmental and university-wide use, and provides database training.

This position reports to and receives administrative direction from the Director of Annual Giving in the Office of University Advancement.

Essential Duties and Responsibilities
  • Supports fund-raising initiatives.
  • Oversee overall management of The Raiserís Edge Software including data entry, data output and training.
  • Develop procedures to ensure the integrity and security of database information.
  • Process new or updated information into the database as needed.
  • Manage and supervise data and gift-entry processes.
  • Continuously improve the quality of alumni and donor data.
  • Document and regularly update procedures manual.
  • Advise on proper procedures ensuring accurate recording of gifts.
  • Develop, review, interpret and advise staff of office policies and procedures.
  • Ensure compliance with fundraising policies, goals and procedures.
  • Identify, develop, implement and maintain database policies and procedures as related to all fundraising activities.
  • Produce targeted mailing lists for communications, solicitations, invitations, etc., for University Advancement staff and for other
    constituents university-wide.
  • Extract information from alumni/fund-raising database to meet reporting and research needs of the Vice President for University Advancement and other Advancement staff; produce alumni and donor activity reports; answer surveys; manage subscriptions.
  • Develop, implement, and manage the internal systems of prospect identification, cultivation, solicitation, and stewardship, with strong emphasis on major gifts prospect management.
  • Ensure all gift officers have efficient, effective tracking systems to support their cultivation and solicitations.
  • Provide full services support for comprehensive campaign including tracking next steps, pledge commitments, solicitation strategy management and reporting.
  • Search for lost alumni. Investigate financial/biographical status of individuals, corporations and foundations.
  • Develop donor prospect lists and analyze current donor prospect lists for cultivation and solicitation.
  • Interface with finance department and general-ledger accounting staff regarding gift entry, gift posting, fund creation, gift restrictions and audit reporting.
  • Serve as departmental resource and liaison for ETS, and the Records offices.
  • Other duties as assigned.


  • Advanced computer skills with MS Office (Word, and Excel).
  • Excellent skills with Raiserís Edge database program, preferably including work at the strategic systems level.
  • Ability to work with a variety of peers and supervisors.
  • Ability to work effectively as a team leader, as well as independently; ability to train, inspire, and motivate subordinate.
  • Excellent attention to detail and ability to meet deadlines.
  • Ability to manage multiple complex tasks and/or projects simultaneously while addressing the needs of the office, ability to maintain composure under pressure.
  • Highly organized, self-starters with good interpersonal, problem-solving and analytical skills.
  • Ability to anticipate needs, see opportunities and use good judgment in dealing with confidential information.
  • Ability to analyze and review operational procedures, identify problem areas and optimize performance through procedural changes.
  • Excellent interpersonal and communications skills.
  • Proficiency in communicating effectively, including an ability to write and speak clearly.
  • Knowledge of fundraising principles and practice.
  • Support and  understand the development process: identification, qualification, cultivation, solicitation and stewardship.
  • Bachelorís degree and a minimum of five years relevant experience and/or training, or equivalent combination of education and experience in development services functions and office management experience.
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